View, Search, and Sort Orders

Methods for managing the list of orders in the Order grid with controlling the view, sorting, or using search.

Once you have orders in ShipStation, you can view and manage them in the Orders tab.

Closeup of Toolbar. Red box highlights Orders tab.

ShipStation offers several ways to view, search, and sort your orders so you can find the orders you need when you need them. This includes viewing your orders based on order status, using the search tool, and sorting the grid by field.

To learn how to use filters, review the Filter Orders article.

Order Statuses

The left-hand sidebar of the Orders grid displays the various order statuses your orders could be in.  ShipStation displays Awaiting Shipment orders by default

If the order is paid for and ready to ship, the status of the order in ShipStation should be Awaiting Shipment. Most of your orders will import directly into this status.

V3 Orders tab left-hand sidebar, Order statuses. Red box highlights Awaiting Shipment status.

Depending on the stores you connect, orders can also import into other statuses.

Status

Details

Awaiting Payment

Any order indicating it is unpaid will import into Awaiting Payment. Not all stores support importing unpaid orders. Check our Integrations Help articles for order import details specific to your selling channels. 

ShipStation will update the order status to Awaiting Shipment when the store sends updated information indicating the order has been paid for. Or, you can manually mark the order as paid.

You cannot create labels for orders that are in the Awaiting Payment status!

On Hold

On Hold orders are orders that you wish to move out of the Awaiting Shipment status so your shippers don't accidentally ship them before they are ready. For example, if an order contains an item for an out-of-stock product or has a fraud alert, you can move it to On Hold until you are ready to ship it.

You can manually put orders on hold at any time, or use an automation rule to move orders to the On Hold status when they import. 

A few stores, like Magento, do support an On Hold status and can send that status to ShipStation as well. Check our Integrations Help articles to see specific details about your selling channel.

Awaiting Shipment

Ready to ship orders will import into the Awaiting Shipment status. This is where most of your order management will take place.

Pending Fulfillment

Orders that are sent to fulfillment but not yet fulfilled will move to Pending Fulfillment.

Additionally, Amazon Seller Fulfilled Prime orders will import as Pending Fulfillment, unless Amazon Buy Shipping has been enabled in the ShipStation account.

Shipped

Once you print a label for an order, ShipStation will move the order into the Shipped status to indicate no more work needs to be done on this order. Also, orders will move here when you mark them as shipped.

ShipStation can import Shipped orders from your store so you can have a complete reporting of shipped orders in ShipStation.

Cancelled

Any order you cancel in ShipStation will be moved to the Cancelled status. ShipStation can also import cancelled orders from your store so you can have a complete reporting of cancelled orders in ShipStation.

However, ShipStation does not notify your store when you cancel orders in ShipStation. For this reason, we recommend cancelling orders in your selling channel and then refreshing ShipStation, to ensure the order status matches on both platforms.

The exception to this rule for Jet sellers. For orders that imported from Jet.com, ShipStation will notify Jet of the cancelation.

The statuses for orders on your store may not exactly match the statuses ShipStation uses. That's because ShipStation statuses relate directly to your shipping workflow, which might require different statuses than what your store provides. ShipStation uses a process called mapping to determine which store statuses correspond to which ShipStation statuses. 

For example, the status on your store for an order that is ready to ship might be PaidUnfulfilled, or Authorized. ShipStation imports orders with these statuses into Awaiting Shipment. 

Once you ship an order or mark it as shipped in ShipStation, however, we send a notification to your store so the store will update the order and the status of the order remains consistent between both ShipStation and your store platform.

Order Statuses in Your Stores

Each store handles order statuses according to its own standards, and not all stores support all statuses.

For details on supported features and statuses, as well as limitations for specific store platforms, review our Store & Marketplace Integrations articles for the stores you connect to ShipStation. 

Group Items in Shipping Sidebar

When you select multiple orders in your Orders Grid, you can tell ShipStation how to group the order items in the Shipping Sidebar. You can select to group them by Orders or by Items:

Orders

Items

Order sidebar with items grouped by Orders
Order sidebar with items grouped by Items

 

To adjust how the items are grouped, click the action icon, Grey gear icon and select the option you wish to use.

ORD_SB_Items_Group-by_PU_MRK.png

To use this feature, you must select 2 or more orders and check the Show Sidebar option.

ORD_SB_Items_Show_Sidebar_MRK.png

View Multi-Item Orders

Orders with multiple items will display (Multiple) in the Item SKU and Item Name columns. These orders will also have a disclosure triangle in the Order # column that allows you to open the order and view all items contained within it directly in the Orders grid.

Available with the New Layout Only

The ability to view the individual items in a multi-item orders in the Order grid is not available in ShipStation Legacy.

If you combine orders, this will also create an order with multiple items and multiple order numbers.

The images below show an order with multiple items and an order that has been combined. The combined order also displays (Multiple) in the Order # column.

Orders grid. Red boxes outline a multi item order and an order that has been combined.

Click the disclosure triangle in the Order # column to reveal the multiple items and order numbers in the grid.

V3_ORD_Grid_MultipleDropDown-MRK.png

Search Orders

ShipStation has two search options for orders:

  • Use the Quicksearch field to quickly search for orders based on Recipient Name, Order Item, SKU, Order Number, or other criteria. Quicksearch is a Starts-with style search in the Orders tab, meaning the results of the search are items that start with the search value. 

  • Use the Advanced Search when you want to search across all or specific order statuses by combining filtering options and date criteria. Advanced search is a Contains style search for specific criteria in the Orders tab.

Notes About Using Search

  • Quicksearch is limited to searching for orders less than six months old.

  • Advanced Search defaults to searching orders less than three months old, but you can customize the date filter to search orders as far back as when you started your account.

Quicksearch Orders

Use the Quicksearch to locate orders with the following information:

  • Order Number

  • Buyer Name

  • Recipient Name

  • Company Name

  • Buyer Email Address

  • Username (the User's ID from a store or marketplace)

  • Recipient City

  • Recipient State

  • Recipient Address Line 1

  • Item Name

  • Item SKU

  • Tracking Number

Red box highlights search field with text SH-, and the term-matching Order numbers in Order grid.

To help understand how the Quicksearch function works...

Quicksearch is a starts-with style search. That means, if you get an order from Saul Teesnak, ShipStation will break that name down into Saul and Teesnak. You'd be able to search for this order using Saul Teesnak, Saul, Teesnak, etc. However, you wouldn't find this order by searching for snak because the snak chunk starts with Tee.

The same applies to order numbers separated by dashes. The order number 121-657485676-89705 gets broken down into 121, 657485676, and 89705. You'd be able to find this order by typing in the whole order number, a chunk, or the beginning of any chunk.

You won't be able to Quicksearch for the last few digits of an order number, so use Advanced Search for this instead.

Cancel Orders from Quicksearch

After running a Quicksearch, you can cancel shipments in your search results that are in Awaiting Payment, On Hold, or Awaiting Shipment statuses.

If the order has already been cancelled or shipped the option will be disabled. Hover over the Cancel button to see a tooltip explaining why you cannot cancel orders in those statuses.

Advanced Search Orders

ShipStation provides an advanced search option to search orders by multiple search criteria and to also refine the results of your advanced search using filters.

Sort Orders

Use the column headers in the Orders grid to sort orders by criteria like Order Date, Age, Recipient Name, or other order information.

Click-and-drag columns to arrange them in any sequence you prefer. Scroll the screen left or right to view all columns.

Click the title text (for example, AgeItem Name, or Store) in a column header to sort that column's contents in either ascending or descending order (alphabetical, chronological, numerical). 

GIF demonstrates how to click column headers to sort orders by Age & Date columns